CIVICUS PRIVACY POLICY 

Introduction 

CIVICUS is committed to ensuring the privacy of all our members and users of our services.  

This policy represents our commitment as an organisation to your right to privacy, giving you a clear explanation about how we use your information and your rights over that information. 

References to ‘we’,‘us’ and ‘our’ are to CIVICUS World Alliance for Citizen Participation, a registered non-profit organisation in South Africa (number 029-864-NPO) and also with registrations in the United States of America, Switzerland and Ireland. CIVICUS is the registered data controller to which the policy refers. Our full details can be found at the end of this policy.  

This policy applies to all online systems offered by CIVICUS, through our organisational website www.civicus.org and other websites we operate (monitor.civicus.org and vukacoalition.org). This also applies to our other digital communications services that we may use to collect and retain data (for example newsletters, social media, surveys and online events). Many of these digital communication services are hosted by third parties (for example Facebook, Twitter, Google, Mailchimp) which have their own privacy policies and collect different levels of personal information. Where available, we use administrative controls to limit the amount of data these third parties can process; however, we cannot override their mandatory data collection practices (for more information see section labeled Third Party Websites).  

This policy was last updated on 27 June 2019 and is reviewed every 12 months. 

What types of information do we collect and how? 

The type and amount of information we receive and store depends on how you use our websites and other digital communications. You can access most of the pages on our websites and digital channels without telling us who you are and without revealing any personal information. 

Our web servers use cookies and collect anonymous log data during user visits to our websites which provide valuable information for improving them in the future (more information provided below). 

In some circumstances your information may be shared with third parties, but only where you have specifically consented. 

We collect personal information in the following ways: 

  • When you sign up to become a CIVICUS member 
  • When you sign up to online actions, for example sign a statement or a letter 
  • When you register for an event (both in person meetings and online webinars) 
  • When you participate in a research exercise 
  • When you apply for a job or an internship 
  • When you apply for a project grant 

If you choose to provide it, we can collect the following types of personal information from you: 

  • Name 
  • Age 
  • Address 
  • Email address 
  • Phone number 
  • Nationality 
  • Organisation 
  • Gender 
  • Date of birth 
  • Job Title 
  • Social Media Account 
  • Credit card details either to become a Voting Member or to register for International Civil Society Week.  

How do we use information collected? 

We use your personal information collected via our websites and other electronic communications for the following purposes: 

  • To update you on our campaigns and activities 
  • To administer your CIVICUS membership 
  • To follow up with you on your expression of interest to join CIVICUS as a member 
  • To administer your job or internship applications 
  • To improve our websites 
  • To fulfil any legal obligations (see below) 
  • To conduct trend analysis to ensure we are acting as a diverse and inclusive alliance 
  • To share your data with trusted third parties, such as Mailchimp (further details below) 

Legal basis of processing 

Data protection laws, including the General Data Protection Regulation 2016/679 and others in relevant jurisdictions, requires us to have a legal justification to process your personal information. We use the following depending on the type of data and the type of processing: 

Consent  

We require your consent to send you our communications, for example to send you emails to update you on our work and our campaigns. We will only process your information in this way if you consent.  

Legitimate interest  

For administration and operational management, we sometimes will share your personal information for the purpose of events management, the coordination of volunteers, and employment and recruitment requirements. 

To fulfil a contractual obligation  

If you express an interest in joining CIVICUS or one of our projects we will collate the personal data you provided to process that request. 

Legal obligation  

We will process your personal information to fulfil any legal obligations placed upon us, such as the prevention of fraud. We will also process your personal information if lawfully required to do so by a legal authority or a court of law. 

Necessity  

For example, where you are applying for an employment or volunteering opportunity with us, processing certain information is necessary for employment purposes. 

Security  

We take appropriate security measures to ensure that we keep your information secure, accurate and up to date. We also take care to ensure that we have secure systems for processing payments through our payment services provider.  

Third Party Websites

On our website we sometimes have links to third party websites or applications. Other than our membership form, which is hosted by a third party, this policy does not apply to other pages and applications hosted or operated by other organisations. These other sites may have their own privacy policies which apply to them. 

Who has access to your data? 

CIVICUS will not sell your data to any other organisation and will only share your details with trusted service providers such as Mailchimp in order to perform an organisational activity that you have consented to. For the personal details you submit to us via an online form, authorised staff will be able to view this information. We take precautions to keep your personal details secure. We conduct routine security checks of our systems which store personal information and all staff receive data protection training. 

Payment processing and fraud  

Where submitted, your card details may be disclosed to banks or relevant financial institutions to arrange payments. In the case of a suspected fraudulent transaction, your details may be further disclosed for the sole purpose of performing further checks (for example, disclosure to a credit checking agency). 

Other sharing  

We may also share your personal information with your permission, or if we are legally required to disclose your information in circumstances where this cannot be reasonably resisted (for example court orders from legal jurisdictions where we are registered). 

Use of cookies 

A cookie is a text-only piece of information that a website transfers to your device so that the website can remember who you are. A cookie will normally contain the name of the Internet domain from which the cookie has come, the "lifetime" of the cookie, and a value, usually a randomly generated unique number. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service. 

Examples of Cookies we use: 

  • Session Cookies. We use Session Cookies to operate our Service. 
  • Preference Cookies. We use Preference Cookies to remember your preferences and various settings.  

Under 18s 

If you are under 18 years of age and would like to get involved in CIVICUS’ work, please make sure that you have your parent/guardian’s permission before giving us personal information. 

Retention of Data 

You can have your personal data erased from our servers, by emailing . The length of time we will retain data varies depending on how long we need to process it for, the reason it was collected and in line with any statutory requirements. After this time the data will either be deleted or we may retain a secure anonymised record for research and analytical purposes. 

Access to and your rights over your personal information 

The personal data we hold about you is yours. You have the following rights over your information: 

  • To be informed how your data is being processed 
  • To access your data
  • To rectify any data that is inaccurate 
  • To instruct us to delete your data 
  • To restrict our processing of your data (which includes contacting you via email) at any time. All our email communications to you will contain an unsubscribe link. 
  • To object to your data being stored. 
  • To move your data 

Recruitment Privacy Statement 

CIVICUS is committed to the responsible handling of personal information collected as part of the recruitment process. 

Information provided by you in connection with your application will only be used by CIVICUS internally in relation to recruitment and selection processes and will not be disclosed to a third party without your consent, except as required by law. 

If you wish to exercise any of these rights or have any questions about this policy, we can be contacted in the following ways: 

By email:  
Feedback form: www.civicus.org/index.php/feedback 
By telephone: +27 (0)11 833 5959 
By post: 
CIVICUS 
25 Owl Street, 6th Floor 
Johannesburg, 
South Africa, 2092

Complaints 

If you wish to lodge a complaint about our handling of your personal data please get in touch with us using the above details; we will respond to all complaints within one month but aim to respond earlier.  

If you are dissatisfied with how we have handled your complaint and you are based in an EU country, you can lodge a complaint with your Data Protection Authority - see list of contact details: 

Website directory: https://edps.europa.eu/node/75_en